Document Specialist

Title : Document Specialist Location: Remote (United States) Reports to: Document Supervisor Employment Type: Non-Exempt/Full-Time About StrongMind StrongMind is a remote-first education and technology company on a mission to transform learning for students, families, and educators across the country. For more than 25 years, we’ve partnered with schools and districts to deliver innovative, student-centered learning experiences powered by technology, compassion, and bold thinking. We believe education should be flexible, human, and built for real life. That belief shapes how we design our products, support our partners, and work together as a team. At StrongMind, you’ll find smart people doing meaningful work, a culture rooted in trust and accountability, and leaders who genuinely care about both outcomes and people. The Team You Will Join You’ll be part of the Admissions team, working closely with students, families, schools, districts, internal departments, and external organizations to ensure student records and enrollment documentation are accurate, complete, and processed efficiently. This team plays an important role in supporting a smooth enrollment experience while ensuring student documentation meets applicable school, district, state, and federal requirements. The team culture is collaborative, detail-oriented, supportive, and focused on providing accurate and timely service to students and families. The Difference You Will Make In this role, your work will directly impact students, families, and school teams by ensuring student records and enrollment documentation are accurate, complete, and properly maintained. You’ll help identify and resolve documentation discrepancies, maintain accurate information in the Student Information System (SIS), and support compliance with applicable requirements. Your attention to detail and ability to manage sensitive information will help create a more efficient enrollment process and positive experience for the students and families we serve. A Typical Day Looks Like While no two days are exactly the same, you can expect to: Review, process, and maintain student records and enrollment documentation in accordance with applicable requirements. Enter and update student information accurately within the Student Information System (SIS). Review documentation for completeness, accuracy, and compliance, identifying missing, inconsistent, or potentially inaccurate information. Prepare and maintain student records for applicable state audits and compliance reviews. Communicate with schools, districts, families, and outside agencies regarding student records and documentation. Provide timely, professional, and accurate information to students, parents/guardians, and internal departments. Collaborate across departments to resolve documentation and student-record concerns and support an efficient enrollment process. Follow established procedures when addressing documentation discrepancies or determining when additional information is required. Maintain confidentiality and exercise appropriate discretion when handling sensitive student and family information. Manage multiple assignments, priorities, and deadlines, particularly during periods of high enrollment volume. Use standard office technology, SIS platforms, and other internal systems to manage records and workflows. This role balances independent work, collaboration, accuracy, and customer service and is well-suited for someone who enjoys organization, problem-solving, supporting others, and working with detailed information. Your Expertise Includes We’re looking for someone who brings: Exceptional attention to detail and a strong commitment to accuracy. Strong organizational and time-management skills with the ability to prioritize multiple assignments and meet deadlines. Strong written and verbal communication skills. Ability to identify discrepancies in student records and documentation and take appropriate steps to resolve them. Ability to understand and consistently follow established policies, procedures, and workflows. Strong problem-solving and critical-thinking skills. Ability to exercise sound judgment and escalate questions or concerns when appropriate. Ability to work independently while also collaborating effectively as part of a team. Professionalism, accountability, dependability, and a positive attitude. Ability to maintain confidentiality when working with sensitive student and family information. Proficiency with standard office technology and the ability to learn Student Information Systems and other internal software. High school diploma or GED. Two or more years of experience in an administrative office, records, enrollment, customer service, or similar position. Bonus points if you also have: Experience working in an educational environment. Experience working with confidential records or student documentation. Experience with data entry or document review systems. Experience working in an enrollment, student services, or records-focused role. Experience working in a high-volume environment with time-sensitive deadlines. Our Commitment to Inclusion & Belonging At StrongMind, we believe the best ideas come from bringing together people with different perspectives, experiences, and ways of thinking. A diverse and inclusive workplace fuels creativity, strengthens collaboration, and helps us build better solutions for the students, families, and communities we serve. We are committed to welcoming a broad range of talent and encouraging all qualified individuals to apply. We strive to create an environment where everyone feels a sense of belonging and is empowered to contribute, grow, and do meaningful work. How We’ll Take Care of You We believe that when people feel supported, they do their best work. At StrongMind, your well-being isn’t a perk—it’s part of our culture. Our commitment to you includes: A competitive total compensation package, including medical, dental, vision, and voluntary benefits Well-being that works for real life—from an on-site gym, virtual wellness programs, and wellness coaching to flexible work options for select roles, because your well-being fuels your brilliance Unlimited PTO for exempt roles, plus additional “life happens” days when you need flexibility A fully paid holiday week off at Christmas, so you can truly rest, reset, and reconnect Recognition and rewards that celebrate birthdays, meaningful milestones, legendary work, and community service hours that let you give back Quarterly Town Halls that keep communication transparent, honest, and human Annual social events and traditions we genuinely look forward to—like Halloween celebrations, Wellness Fairs, and other moments that bring our community together We’re intentional about building a workplace where people feel valued, connected, and empowered to thrive—at work and beyond. Additional Info This position may involve periods of high enrollment volume and time-sensitive deadlines. The successful candidate should be comfortable remaining organized, accurate, professional, and adaptable while managing changing priorities. Successful completion of required fingerprinting and background-check requirements may be required for this position. We welcome all qualified candidates eligible to work in the United States. At this time, we are unable to sponsor visas. We are proud to be an Equal Opportunity Employer and provide consideration to all applicants regardless of race, religion, color, sex, gender, national origin, age, veteran status, marital status, or disability protected by law.